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Duplicate purchase invoice numbers

started a topic almost 4 years ago

Can we have a warning added for when a purchase invoice number for the same supplier is duplicated. Eg, 2 copies of the same purchase invoice number exist, currently there is nothing stopping it from being entered twice (or more!) unless you have the time to diligently check the suppliers file for it. 


Every other software I have used has this feature standard, even the old & bad ones. 


When speaking with DEAR Support last week they advised the feature was not available for the reason of using the same invoice number across multiple supplier purchases. In my experience, each supplier purchase has it's own unique identifier (legal requirement) and does not/should not be duplicated. They may contain the same purchase order number across multiple invoice numbers but not the other way around.


If not a block (assuming someone has a reasonable use for the above DEAR response) then at least a warning/notification/prompt to check that they are not duplicating anything.


7 people like this idea
  • Totally agree, due to suppliers sending invoices to various staff and on different channels and forms duplicates easily crop up and we need DEAR to warn us if the supplier invoice number has been utilised for that supplier before


    1 person likes this
  •  The warning should be when the supplier invoice number has been used for the current supplier.


    This requested feature is Business Control 101

  • Prehistoric systems such as MYOB had this functionality built in. Is displaying a warning/alert not an easy feature to implement?

  •  Hi All,


    Has this been implemented yet? For Sales Orders as well as Purchase Orders?


  • Very important feature - bring it on DEAR
  • This still continues to be a problem, we have to void duplicate entries each month when reconciling accounts as Purchasing keep entering purchase invoices multiple times. 


    4 years on and DEAR still have not done anything about it. 

  • Huge issue... at least with purchase invoices, recovering the money form existing trading partners is possible. What is happening with us is, Customer Purchase Orders are being double entered and double dispatched as there is no warning that a Reference# has already been used. Customers will correctly reject the delivery as a double up. Now we must incur the freight cost to get the goods back as well as paying for the initial stuff up of sending the goods out, incorrectly, in the first place!


    We have put manual processes in place to stop this from happening, but these are time consuming and far from a silver bullet.


    I honestly can't think of a reason that dear hasn't implemented this feature yet, unless they have architecturally coded themselves into a corner and are unable to implement this without incurring significant processing cost each time someone saves an order?



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